The Archives shall collect and maintain selected materials of enduring value that reflect the historical development or mission of the Bank Street College of Education. Final decisions regarding the selection of materials for permanent retention are the responsibility of the Archivist.
The records of the College provide a rich source for historical research and support current administrative needs. The following guidelines will assist faculty and staff in identifying those portions of their files that are appropriate for transfer to the Archives.
Records commonly transferred to the Archives include:
- Constitutions and bylaws, minutes and proceedings, transcripts, and lists of officers of College corporate bodies
- Office Files: correspondence and memoranda (incoming and outgoing) and subject files concerning projects, activities, and functions
- Historical files documenting policies, decisions, committee and task force reports, or questionnaires
- Publications: two record copies of all newsletters, journals, brochures, monographs, programs, posters, and announcements issued by the College or its subdivisions. The Archives should be placed on College, department, and office mailing lists to receive all future publications
- Audiovisuals: photographs, films, and sound and video recordings
- Personal papers of students, faculty, alumni, and staff that relate to the College’s work
Note: All information formats (e.g., paper records, photographs, audiovisual) are appropriate for consideration for transfer. However, because of the uncertain life span of electronic storage media, documents stored on such media should be printed and given to the Archives in hard copy form wherever practical.
Records that generally should not be transferred but scheduled for disposal after consultation with the Archivists include:
- Records of specific financial transactions
- Routine letters of transmittal and acknowledgment
- Non-personally addressed correspondence such as general distribution memoranda (except for one record copy from the issuing office)
- Individual requests for publications or information after the requests have been filled. (However, statistics of such requests should be retained.)
- Replies to questionnaires if the results are recorded and preserved either in the Archives or in a published report.
Items that may be discarded directly from the office when they are no longer needed for administrative purposes include:
- All blank forms and unused printed or duplicated materials
- All other duplicate material (keep only the original copy and annotated copies)
- Personal papers that do not relate to the work of the College
A letter briefly identifying the material and describing the activity to which it relates should accompany the transfer.
This list is intended as a general guide. If questions arise about records not listed here or if you have questions about the retention or disposal of specific materials, please contact the Archives.